RFP-NPIRS_Amend__1_(4-3-18).pdf

Solicitation #: IHS-18-236-SOL-00011 National Patient Information Reporting System (NPIRS)

Amendment #1 – April 3, 2018

SECTION A

Indian Health Service

Request for Proposal (RFP) #IHS-18-236-SOL-00011 for

You are invited to submit a proposal in accordance with the requirements of the following Solicitation.

Proposals must be received by the Government no later than the local time on the due date stated in the table below.

Issue Date: 03/22/2018

Due Date & Time:

04/12/2018 12:00 p.m., EST

Points of Contact:

Kenneth G. Truesdale, Contracting Officer kenneth.truesdale@ihs.gov

Vito Pietanza, Contract Specialist vito.pietanza@ihs.gov mailto:kenneth.truesdale@ihs.gov mailto:vito.pietanza@ihs.gov

SECTION B – PRODUCTS OR SERVICES AND PRICES/COSTS

B.1. TYPE OF CONTRACT (FAR 52.216-1 (APR 1984))

The Government contemplates award of a Fixed Price contract resulting from this solicitation.

B.2. CONSIDERATION AND PAYMENT

The Contractor shall provide the commercial services described in Section C, Description/ Specifications/Performance Work Statement. Except as otherwise specified in the contract, the Contractor shall furnish the necessary personnel, materials, services, facilities, and otherwise provide all tasks necessary for or incident to the performance of the work set forth herein.

B.3. CONTRACT PRICE

a. This is a Fixed Price contract. The price for the Base Period (3 Months) of this contract is $_ TBD___.

b. Upon delivery and acceptance of the services described in the Performance Work Statement of this contract and identified in the schedule of charges below, the Government shall pay to the Contractor the total prices set forth below and will be paid from the following Contract Line Item Numbers (CLINs) accordingly:

SCHEDULE OF CHARGES FOR THE BASE PERIOD

Item # Contract Period Description of Services Total ($)

CLIN 0001 Base - 3 Months

Maintain, Support and Enhance the National Patient Information Reporting System (NPIRS) Environment

TBD

CLIN 0002 Base - 3 Months

Technical Operations TBD

CLIN 0003 Base - 3 Months

User Support

TBD

CLIN 0004 Base - 3 Months

Project Management TBD

Total Price for Base Period (Not to Exceed-NTE): TBD

c. The Contractor shall be paid upon submission of an invoice and completion and acceptance (if deliverable) or verification (if service) by the Contracting Officer's Representative (COR), of the deliverables and/or services indicated below. Invoices shall be submitted in accordance with the instructions contained in FAR clause 52.232-25, Prompt Payment, and Section G.2 of this contract.

B.4. OPTION PRICES

a. Pursuant to FAR Clause 52.217-8, Option to Extend Services and FAR Clause 52.217-9, Option to Extend the Term of the Contract, set forth in CONTRACT CLAUSES of this contract, the Government may, by unilateral contract modification, require the Contractor to perform the Option Period(s) as defined in the Performance Work Statement of this contract. If the Government exercises this/these option(s), notice must be given before the expiration date of the contract. Specific information regarding the time frame for this notice is set forth in the OPTION CLAUSES of this contract. If an option period is exercised, the prices of this contract will be increased as set forth below.

b. Upon the delivery and acceptance of the Option Services described in the Performance Work Statement of the contract and identified in the schedule of charges below, the Government shall pay the Contractor the unit price(s) set forth below and will be paid from the following Contract Line Item Numbers (CLINs) accordingly:

SCHEDULE OF CHARGES FOR THE OPTION PERIODS

OPTION PERIOD ONE:

Item # Contract Period Description of Services Total ($)

CLIN 1001 One Maintain, Support and Enhance the National Patient Information Reporting System (NPIRS) Environment

TBD

CLIN 1002 One Technical Operations TBD

CLIN 1003 One User Support

CLIN 1004 One Project Management TBD

Total Price for Base Period (Not to Exceed-NTE): TBD

OPTION PERIOD TWO:

Item # Contract Period Description of Services Total ($)

CLIN 2001 Two Maintain, Support and Enhance the National Patient Information Reporting System (NPIRS) Environment

TBD

CLIN 2002 Two Technical Operations TBD

CLIN 2003 Two User Support

CLIN 2004 Two Project Management TBD

Total Price for Base Period (Not to Exceed-NTE): TBD

OPTION PERIOD THREE:

Item # Contract Period Description of Services Total ($)

CLIN 3001 Three Maintain, Support and Enhance the National Patient Information Reporting System (NPIRS) Environment

TBD

CLIN 3002 Three Technical Operations TBD

CLIN 3003 Three User Support

CLIN 3004 Three Project Management TBD

Total Price for Base Period (Not to Exceed-NTE): TBD

OPTION PERIOD FOUR:

Item # Contract Period Description of Services Total ($)

CLIN 4001 Four Maintain, Support and Enhance the National Patient Information Reporting System (NPIRS) Environment

TBD

CLIN 4002 Four Technical Operations TBD

CLIN 4003 Four User Support

CLIN 4004 Four Project Management TBD

Total Price for Base Period (Not to Exceed-NTE): TBD

c. If the Government exercises its option pursuant to the OPTION CLAUSE of this contract, the Government's total estimated contract amount, represented by the sum of the price of base plus option periods and the period of performance will be increased as follows:

BASE PERIOD TOTAL ($)

BASE PERIOD: 05/01/2018 through 07/31/2018 TBD

Total Price for Base Period: TBD

OPTION PERIODS TOTAL ($)

PERIOD ONE: 08/01/2018 through 07/31/2019 TBD PERIOD TWO: 08/01/2019 through 07/31/2020 TBD PERIOD THREE: 08/01/2020 through 07/31/2021 TBD PERIOD FOUR: 08/01/2021 through 07/31/2022 TBD

Total Price for Option Periods: TBD

TOTAL CONTRACT PRICE – including BASE plus ALL OPTIONS

$__________ .00

SECTION C – DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT

C. TITLE

National Patient Information Reporting System (NPIRS)

C.1. BACKGROUND

The Indian Health Service, an OPDIV of the United States Department of Health and Human Services, is a geographically diverse agency with 623 locations across the United States serving 566 federally recognized Tribes (sovereign nations). IHS is the second-largest agency under HHS supporting 20,231 users. IHS provides a comprehensive health service delivery system for approximately 2.2 million of the nation’s estimated 2.4 million American Indians and Alaska Natives. IHS strives for maximum tribal involvement in meeting the needs of its service population, most of who live on or near reservations and in rural communities in 35 states - mostly in the western area of the continental United States and Alaska. IHS also has programs that provide access to care for American Indians and Alaska Natives who live in urban areas. The IHS mission is to work - in partnership with American Indian and Alaska Native people - to raise their physical, mental, social, and spiritual health to the highest level.

This is a non-personal services contract to provide the methodologies, processes and architectures that support the transformation of raw data into meaningful and useful information in the Indian Health Services (IHS) Business Intelligence (BI) environment. Services will include the full lifecycle development of executive dashboards, ad-hoc reports and predictive analytic solutions as well as maintaining the National Data Warehouse (NDW) and creating/maintaining various program/functional reporting data marts.

The National Patient Information Reporting System (NPIRS) is the reporting environment for the Indian Health Services (IHS) and consists of a NDW and a myriad of functional data marts. The NPIRS environment was developed in 1986 and the purpose of NPIRS has always been to produce accurate and timely reports that are required by statute and regulation and provide a broad range of clinical and administrative information to managers at all levels of the Indian Health Services to allow them to better manage individual patients, local facilities, regional and national programs.

The National Patient Information Reporting System (NPIRS) consists of a database of healthcare information gathered from all the associated direct Indian Health Service (IHS), Tribal, and Urban healthcare sites and regional administrative offices of the Indian health system. These include over 500 healthcare sites and 12 regional offices in 39 states. The data in the NDW comes from government and commercial healthcare information systems that are largely transaction-based, utilized at the local level to support the provision of patient care, as well as from other specified sources (e.g. IHS Fiscal Intermediary, Social Security Administration). The data includes demographic data; third-party eligibility information; patient-based clinical data (e.g., health factors); and encounter-based clinical data (e.g., purpose of visit, procedures, medications, laboratory test results, radiological results). Historical records of change are also maintained to support historical reporting as required.

The purpose of NPIRS is to provide a broad range of clinical and administrative information to managers at all levels of the Indian health system to allow them to better manage individual patients, local facilities, regional and national programs and to allow IHS Management to provide legislatively required reports to the Administration and Congress. Initial development of the IHS electronic medical record (EMR), the Resource and Patient Management System (RPMS), began nearly 30 years ago, and many facilities have access to decades of personal health information and epidemiological data on local populations.

A key component of interoperability within the IHS environment is the Nationwide Health Information Network (NwHIN) and the Health Information Exchange (HIE) that provides connectivity to internal IHS facilities for the secure exchange of relevant patient data and provides a mechanism to produce a HL7 Consolidated Clinical Document (CCD) extract from RPMS. The IHS NwHIN provides connectivity to external agencies and internal facilities for the secure exchange of relevant patient data using the NwHIN gateway. NwHIN is a set of standards, services and policies that enables secure health information exchange over the Internet and provides the foundation for the exchange of Health IT across diverse entities, within communities and across the country, helping to achieve the goals of the HITECH Act and EHR certification requirements for Meaningful use. As part of the NwHIN, IHS has implemented a Master Person Index (MPI) solution for master data management. The MPI identifies persons (patients) across disparate registration, scheduling, financial, and clinical systems and is needed for information exchange to consolidate the patient list from the various IHS RPMS databases. To eliminate duplicate identifications, the MPI uses matching algorithms to recognize related patient information and links them together under an Enterprise ID in a comprehensive master index.

The IHS Personal Health Record (PHR) improves the overall health of patients. It provides a secure environment where patients can view and manage their Personal Health Record online, as well as access health information, health assessments, and electronic services online.

C.2. OBJECTIVE

The objectives of this contract are to support and maintain an Enterprise Reporting and Data Architecture environment and provide recommendations and solutions that are aligned with industry best practices that includes, but is not limited to, the provisioning of self-service reporting solutions, development of executive dashboards, user friendly and ad-hoc reporting capabilities, data mining/trending and solutions that support predictive analysis.

Additional objectives are to mature the current IHS BI environment by assessing current state environment and processes and providing guidance, strategies and recommendations that meet NPIRS target state objective of a governed, efficient, scalable, optimal accurate enterprise BI environment that meets and exceeds self-service and guided analytic reporting requirements.

Contract service includes providing expertise in the following areas:

Project Management – Support and mature processes and models related to project portfolio management and information technology governance, waterfall and agile system development lifecycle, data/system integration, security integration and software quality assurance.

Data Management – to include activities that enable clean, standardized and error-free data as well as ability to collect data from outside sources, transform and load into target systems. This includes data/dimensional modeling for data warehouse environments and extract transform load/extract load transform (ETL/ELT) processes that support data migration and data persistence.

Data Governance – to include the policies, procedures and implementation frameworks to support the overall management of the availability, usability, integrity, and security of data contained within the NPIRS Business Intelligence enterprise.

Data Discovery – to include data mining, predictive analysis of current and historical data to make predictions about future risks and opportunities and track key performance indicators.

Reporting – to include ad-hoc reporting, simple and advanced graphical representations of data via simple user interfaces (i.e., data visualization, dashboards, self-service BI, mobile BI, balanced scorecards, alerts), and support delivery of solutions that promote data analysis and manipulation in real-time.

Security – to include permissions and access controls, system alerts, adherence to PII/Privacy Act Regulations, HIPAA and other security/privacy requirements

Technology – support for DB2 in a distributed Unix/AIX environment. Ability to support various BI tools, relational database management systems (mySql, SQL Server, DB2) and provide support for long range plans to standardize technology landscape. Expertise with client browser utilizing IEx on Windows platforms. Ensure all reporting solutions and systems are compliant with all applicable Federal IT standards, Section 508 and provide functional support in a 24x7 operating environment.

Change Management – to include support for NPIRS and IHS Change Management by providing expertise and coordination for software/environment change implementation. Develop/refine processes to notify, assess and produce impact of change to formalized IHS change management body and intersecting organizations/stakeholders as applicable.

Additional expertise will include providing or enabling:

Analytic Templates Geospatial analytics Big Data/Unstructured Data Integration Metadata Management

C.3. SCOPE OF REQUIREMENTS – Overall Tasks

The purpose of this Contract is to maintain and provide support for the NPIRS program and to progressively enhance, optimize and mature the BI environment.

• Maintain current operational capabilities.

• Increase the breadth of useful information NPIRS can provide to its customers.

• Improve data integrity and accuracy of data by employing industry best practices and instituting a Data Quality framework.

• Deliver mixed-lifecycle business intelligence/reporting applications utilizing mixed method reporting development approaches.

• Provide helpful information about the quality of their data to those who are providing it and offer remediation strategies to source systems to resolve data issues and anomalies, at origination.

• Maintain and improve accuracy of derived reports and analyses.

• Maintain and improve timeliness of available information.

• Maintain and improve user access to data. Create and refine security models in support of BI environment.

• Maintain and improve the efficiency of the technical infrastructure for the consolidated program.

• Maintain and improve documentation of the system, its processes, and its data.

• Improve program management to better utilize and account for the use of government resources.

• Provide the NPIRS infrastructure in a manner that facilitates and encourages competitive sourcing for program/organization specific data marts.

• Develop an enterprise data model that represents the NPIRS ecosystem. Refine and/or create logical data models (operational, dimensional) in support of data warehouse environment.

• Develop NPIRS business glossary, data dictionaries and refine/extend Metadata Management framework.

• Assess and make recommendations to mature the Business Intelligence ecosystem by re-engineering the National Data Warehouse, were applicable, to promote data extensibility and scalability, remove data redundancy, align data domains by subject areas and normalize structures to resolve data redundancies and inaccuracies. Recommend and implement governance best practices to ensure data standardization, authoritative source system identification/selection, data stewardship, lineage, and data lifecycle management.

• Assess and make recommendations to alleviate manual processing, data validation and correction.

• Assess, recommend and implement new technologies that resolve custom code that support data provisioning and migration from source to target data stores.

• Assess and recommend BI/Analytic architecture that is aligned with industry best practices and targets the healthcare domain, specifically around data mining, trending and executive reporting, specifically self-service and guided analytics (dashboards, scorecards, scoreboards).

C.4. TASKS

The Contractor must:

CLIN 0001 – MAINTAIN, SUPPORT and ENHANCE the NATIONAL PATIENT

INFORMATION REPORTING SYSTEM (NPIRS) ENVIRONMENT:

C.4.1. Maintain and Support the NPIRS System Environment

a. Develop data models or refine data models in support of new reporting requirements, IAW ISO metadata standards.

b. Ensure duplicative data across sources adheres to methodologies defined for “un-duplication”.

c. Develop automated processes to alleviate the manual inspection and un-duplication of source data files.

d. Leverage IHS tools as required to support program/project management. Leverage tools to support automated management/monitoring of project lifecycle status and communication of project artifacts as applicable.

e. Recommend and develop reporting solutions that leverage technology to enable interactive, user friendly, web-based, self-service reporting that improves user reporting experience and empowers users with the ability to slice and dice data to meet ever changing reporting requirements.

f. Maintain an inventory of existing IHS hardware and software for the NPIRS Program in a SharePoint web display. Collaborate with other IHS investments (Infrastructure Support team, etc.) on hardware/software upgrades, technology refreshes, maintenance, surplus inventory, and availability of reporting solutions and database environments.

g. Maintain and support the NPIRS software technical environment and the NPIRS database as a fault tolerant/redundant design.

h. Maintain the NPIRS virtualized data center ensuring high availability and disaster recovery in accordance with defined service level agreements.

i. Assess and make recommendations on infrastructure best practices that support the NPIRS BI/Analytic environment and includes opportunities and capabilities that support health care future state self-service and predictive analytics.

j. Maintain system security and associated documentation and provide technical support for privacy issues to comply with all FISMA, NIST, and HIPAA regulations and IHS Continuous Monitoring and security policies.

k. Maintain system security and associated documentation and provide technical support for privacy issues to comply with governmental regulation and provide corrective actions and procedures to remediate any issues and performing annual security assessments, updating appropriate procedures and plans including the System Security Plan and Plan of Action and Milestones (POAM) to reflect any changes.

l. Provide user support (e.g. Help Desk) and training for the user interfaces to NPIRS systems and environments.

m. Provide pro-active outreach support to customers as defined by NIPRS IM; Service Level Agreements for all user interfaces; user training courses; and information about NPIRS systems at and for conferences, meetings, technical workgroups, IHS newsletters and other publications.

n. Provide application system backup and disaster recovery per NIST SP800-34.

o. Ensure all required components and interfaces are compliant with HSPD-12 regarding two-factor authentication.

p. Maintain a NPIRS SDLC environment to support reporting software development.

q. Maintain the NDW Reporting Website on the IHS Intranet.

r. Provide Content Managers for the internet NDW Informational, NDW Standard Code Book, and the NDW Metadata web sites to work with the IHS IOAT web team. Maintain the NDW database backbone in support of the Standard Code Book and Metadata web sites.

C.4.2. Maintain NPIRS system Documentation

a. Develop project artifacts in support of data warehouse or reporting software development. This includes, but is not limited to: project plan, business requirement document, design specifications, data models, data mappings, system view diagrams, software prerequisites, any atypical hardware or system requirements, and any additional caveats or warnings.

b. Update components based on existing IHS usability standards and templates and maintain documentation, for new development or enhancements to existing components.

c. Maintain the security manual to describe security features of the subject software that are not distributed to the public but are designed for the internal use of the IHS OIT. Release to other entities must be approved by the Information Systems Security Officer.

d. Develop training materials, for new development only, aimed at assisting users to perform relevant functions as requested by NPIRS IM. The types of training materials will be determined by the NPIRS investment manager and are likely to include, but not be limited to, text sections of training manuals, illustrative screen captures, interactive online demos, presentation slides (e.g., PowerPoint), etc.

e. Maintain and update appropriate internal technical, external technical and end user documentation for the various components of the NPIRS system and environment and its associated maintenance activities.

C.4.3. Security Requirements

a. Ensure that all systems maintain compliance with the logical access control as specified in Homeland Security Presidential Directive 12 (HSPD-12).

b. Ensure that the system security objectives and needs are met and the appropriate level of effort for the system risk management activities is determined in accordance with FIPS Publication 199, NIST SP 800- 30.

c. Collaborate with the IHS OIT Security Staff to facilitate initial and periodic system security assessment and authorization, formerly known as Certification and Accreditation (C&A), as well as continuous monitoring activities.

d. Ensure that the security controls needed to adequately protect the system meet the security requirements of the system and are selected in accordance with NIST SP 800-53, Federal regulations, HHS policy, and HRSA IT Security Policy.

e. Verify that all selected encryption products are validated under the Cryptographic Module Validation Program (https://intranet.hhs.gov/it/cybersecurity/policies/security-privacy-language.pdf) to confirm compliance with FIPS 140-2 and provide a written copy of the validation documentation to the COR.

f. Establish processes that prevent the release, publication, or disclosure of information to unauthorized personnel, and protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information:

- 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records)

- 18 U.S.C. 1905 (Criminal Code: Disclosure of Confidential Information)

- Public Law 96-511 (Paperwork Reduction Act)

g. Each Contractor/Subcontractor employee who may have access to sensitive HRSA information under this contract shall complete a Contractor employee non-disclosure agreement (NDA).

CLIN 0002 – TECHNICAL OPERATIONS:

C.4.4. National Data Warehouse (NDW)

a. Refine and extend the National Data Warehouse to meet IHS headquarters and program area reporting requirements.

b. Refine or create an Enterprise Data Model that supports the NDW.

c. Institute industry best practices in data model development, metadata definitions and traceability from business domains to data domains.

d. Develop/refine automations to monitor, load, and troubleshoot exports which include new, modified, and deleted records.

https://intranet.hhs.gov/it/cybersecurity/policies/security-privacy-language.pdf

e. Assess existing ETL/ELT solutions and recommend technology and/or process improvements to standardize data migration solutions and alleviate or reduce custom solutions.

f. Test and analyze new exports; provide information to sites about any identified errors and ensure they are compliant with NDW standards.

g. Automate notifications and acknowledgements that support data processing within the NPIRS ecosystem.

h. Mature the security model to support internal and external users, leveraging IHS standard solutions, as applicable.

i. Ensure data integrity of the NDW supported processing:

Develop/refine data integrity/validation processes, to include automated notification of data issues/ anomalies.

C.4.5. Data Marts

a. Refine and develop new Data Marts to support new or enhanced reporting requirements.

b. Refine or create Dimensional Data Models that support reporting requirements.

c. Define or create conformed dimensions, when applicable to reduce data redundancy and duplication, when applicable.

d. Institute industry best practices in data model development, metadata definitions and traceability from business domains to data domains.

e. Maintain existing data marts and identify opportunities for improvement as required.

f. Support Workload and User Population Data Mart.

g. Perform encounter and registration “un-duplication.” as required by current workload and userpop reports.

h. Develop automated processes to alleviate the manual inspection and “un-duplication” of source data files.

i. Provide Workload/User Population and other production reports according to the schedule negotiated with the Division of Program Statistics, Office of Public Health Support, and Indian Health Service.

j. Produce and post Workload and User Population reports as scheduled on the NPIRS Reporting (Intranet) web site.

k. Assist users in verifying and understanding the information provided in their reports.

l. Provide reports to users via other modalities (various media, etc.).

m. Provide and support the NPIRS General Data Mart with the appropriate NDW data (to include the static, archived Legacy NDW system data).

n. Host a General Data Mart User Group to promote communication and enhancements to the mart.

o. Asses current GDM customized instances and recommend improvements, as applicable.

p. Miscellaneous Data Mart support.

q. Develop/enhance ad-hoc or special reports as required by business owner and NPIRS IM.

r. Work with other analyst(s) and IHS application developers to identify any potential changes/enhancements to relevant IHS applications related to designated development projects.

s. Provide direct, tribal and urban programs with a transmission guide, based on industry standards, that defines how local programs must send their data (RPMS or non-RPMS) to NDW if they wish to be included in IHS’ performance reports to HHS and OMB through the IHS budget process and update the “NPIRS/NDW Data Transmission Guide Using HL7 Standards Format” to comply with the new transmission standard; i.e., add the additional data elements and export them to the NDW in the current HL7 format.

t. Support/manage/enhance administrative data marts (Export Tracking, Data Quality, Error Reporting Data Mart), recommend data warehousing best practices for managing administrative data.

C.4.6. PHR, MPI, NwHIN

a. Update and maintain the functionality of the current IHS PHR by implementing changes as prioritized.

b. Update, tune and maintain the database and associated applications functionalities and DBA functions of the current IHS, PHR, HIE, NwHIN, MPI, NwHIN CONNECT, RPMS DIRECT and e-Prescribing by implementing changes as prioritized.

c. Provide, maintain and retain backups of the current IHS, PHR, HIE, NwHIN, MPI, NwHIN CONNECT, RPMS DIRECT and e-Prescribing per agency requirements and policies.

d. Work with IHS Standards and Conventions Committee (SACC) and other developers as needed to ensure adequate database and application functionality.

e. Manage and maintain the MPI/HIE/NwHIN/PHR Java, Glassfish Application and SQL server databases.

http://www.ihs.gov/NDW/index.cfm?module=dsp_dqw_hl7interface

f. Maintain external agency configuration information for NwHIN CONNECT Gateway based on InterSystems Ensemble® and configuration of the IHS NwHIN CONNECT Gateway to facilitate bi-directional exchange of patient records.

C.4.7. e-Prescribing Ensemble® messaging system

a. Maintain the e-Prescribing Ensemble® messaging system interfacing the Electronic Health Record (EHR) system to Surescipts’® external commercial electronic prescription request system.

b. Monitor and troubleshoot the connections from EHR systems to the central IHS Ensemble server for prescription services and to Surescipts® main receiving system.

CLIN 0003 – USER SUPPORT:

C.4.8. Data Exchange Activities

a. Technical guidance for all data exchange activities, to include, but not limited to data mapping, data delivery, file transfer protocols for standard and non-standard file formats.

b. Respond to questions about data, data values, data descriptions based on expertise in the health care domain environment.

c. Provide assistance and/or guidance regarding NPIRS functional and non-functional capabilities, as required.

d. Responsiveness to ad-hoc reporting requirements in support of congressional, program area, or headquarter inquiries.

CLIN 0004 – PROJECT MANAGEMENT:

C.4.9. Project Management of NPIRS Investment

a. Provide complete and effective project management of contracted activities on behalf of the NPIRS Investment in a manner and with documentation that meets OMB and HHS requirements. This includes both the operational (steady state) and any future major project (development, modernization, and enhancement) components.

b. Maintain a work breakdown structure (WBS) to the third level that documents the operational activities including key deliverables as well as operational and developmental projects in Microsoft Project server format.

c. Track and report on all NPIRS internal projects by internally assigned project numbers on the NPIRS internal project management system.

d. Maintain current versions of all project documentation, hardware/software inventories, and project information tracking in a readily accessible manner online in a SharePoint site or dashboard.

e. Establish and conduct a Change Management Plan, Risk Management Plan, and Communications Plan.

f. Establish a Continuous Improvement process for all contract activities to reduce issues and errors by determining root cause.

g. Provide timely project management status on contracted activities.

h. Provide weekly status/progress reports tied to the operational schedules, WBS’ and major projects.

For operational components, this shall include status information including exceptions or variances to the current Service Level Agreement for services provided to NPIRS’ users on IHS’ behalf.

i. Provide periodic System Performance Reports to describe NPIRS performance against the SLA’s and other appropriate performance benchmarks.

j. Track and compile monthly operational cost and Earned Value Management (EVM) reports by project for hours spent per person on each project by internally assigned project number.

k. Track and report the status of all NPIRS Program Acquisitions for hardware, software, and service on the NPIRS SharePoint site.

l. Provide other data and information related to Contractor activities that are required for effective management of the NPIRS Investment by the Program Manager, including that required by the HHS Capital Planning and Investment Control (CPIC) and OMB Exhibit 53 and 300.

SECTION D – PACKAGING AND MARKING

D.1. PACKAGING

All deliverables shall be preserved, packaged, and packed in accordance with normal commercial practices to meet the packing requirements of the carrier including that which is necessary to prevent deterioration and damages due to the hazards of shipping, handling, and storing.

D.2. MARKING

Each package/container shall be delivered to the address shown in Section G.1.3 entitled “Contracting Officer’s Representative Appointment and Authority” and shall be clearly marked as follows:

A. Name of Contractor B. Contract Number C. Description of Items Contained Therein D. Consignee’s Name and Address

D.3. DELIVERY

All deliverables shall be delivered to the following address:

Indian Health Service/Office of Information Technology Attention: TBD 5600 Fishers Lane, Rockville, MD 20857

SECTION E – INSPECTION AND ACCEPTANCE

E.1. INSPECTION AND ACCEPTANCE

All work under this contract is subject to inspection and final acceptance by the Contracting Officer or the duly authorized representative of the government. The COR, as a duly authorized representative of the Contracting Officer, shall assume the responsibilities for monitoring the Contractor’s performance, evaluating the quality of services provided by the Contractor, and performing final inspection and acceptance of all deliverables and services called for by the contract.

E.2. FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSES

FAR Clause No. Title and Date 52.246-4 Inspection of Services – Fixed-Price (AUG1996)

SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

The period of performance is a Base Period of 3 months with four (4) - 12 month Option Periods, unless the period is extended by modification to this contract. The Government may exercise options to extend the period of performance in accordance with FAR Clause 52.217-9 – Option to Extend the Term of the Contract (MAR 2000); upon written notification by the Contracting Officer within 30 days of contract expiration.

The period of performance shall be as follows:

Base Period: 05/01/2018 through 07/31/2018 Option Period One: 08/01/2018 through 07/31/2019 Option Period Two: 08/01/2019 through 07/31/2020 Option Period Three: 08/01/2020 through 07/31/2021 Option Period Four: 08/01/2021 through 07/31/2022

F.2. PLACE OF PERFORMANCE

The Contractor shall perform the required services at a mutually agreed upon location or at the following Government site:

U.S. Department of Health and Human Services Indian Health Service 5600 Fishers Lane, Rockville, MD 20857

F.3. DELIVERABLE SCHEDULE

The Contractor shall submit the below deliverable items to the Contracting Officer’s Representative (COR) and the Contract Specialist (CS) at the address shown in Section G.1.3.

Items specified for delivery below are subject to the review and approval of the COR prior to acceptance.

The Contractor shall be required to make revisions deemed necessary by the COR.

Deliverables (Artifacts and Services)

MEASUREMENT GROUP 1. System Security

Performance Measure 1.1. Compliance with Security Requirements

Objective Measurement of the performance of the NPIRS Contractor in maintaining IHS Security requirements in meeting IHS compliance certification as determined by IHS Security.

Deliverable D1.1.1. Security Continuous Monitored Certification

AQL Acceptable - 95% of Security requirements are met within 5 work days of agreed upon date with OIT Security and are acceptable.

Exceeded - 98% of Security requirements are met within 5 work days of agreed upon date with OIT Security and are acceptable.

Frequency Continuous Delivered to the COR

Surveillance For each deliverable, the due date (ISSO approved) is monitored against the actual completion date to note the number of elapsed days (if any) after the due date and reasons for delays or ISSO non-acceptance.

Notes: NPIRS C&A documentation Security Incident Reports Security weaknesses tracking Correction Plan for Identified Weaknesses Implementation of corrections System User Accounts Verification

MEASUREMENT GROUP 2. Data Integrity Plan

Performance Measure 2.1. Data Integrity Objective Measurement of the performance of the NPIRS Contractor in providing NPIRS data to customers with the agreed-upon integrity as defined in the NPIRS Data Integrity Plan.

Measurement of automations to support data integrity remediation in alignment with Data Quality Framework.

Deliverable D2.1.1. Data Integrity Verification Results AQL Acceptable –100% of reported results (per schedule) identified and remediated within 5 work days of due date for the reporting period.

Exceeded - 100% of reported results (per schedule) are identified and remediated within 2 work days of due date for reporting period or two out of three months of a given quarter delivered within 2 work days of due date. Additionally, remediation are automated to alleviate future data integrity issues.

Frequency Monthly Delivered to the COR

Surveillance The Actual Date/Time each result was posted compared to the Scheduled Due Date and the number of “late work days” (if any) calculated.

Notes: Data Integrity Verification Results (per Data Integrity Plan)

MEASUREMENT GROUP 3. System Documentation

Performance Measure 3.1. System Documentation (Technical Guides, User Manuals and Plans)

Objective Measurement of the performance of the NPIRS Contractor in delivering required NPIRS internal documentation to include system technical guides, user manuals and plans.

Deliverable D3.1.1. Technical Guides D3.1.2. Data Models D3.1.3. User Manuals D3.1.4. System Plans and Models

AQL Acceptable - 95% of maintained system documentation is reviewed, modified and delivered within 7 work days of its scheduled due date; no scheduled documentation updates are delivered more than 14 work days after its scheduled due date.

Exceeded – 95% of maintained system documentation is reviewed, modified and delivered by their due date; no scheduled reports are delivered more than 7 work days after due date.

Frequency Review due to COR Annually All updates to documents posted within 30 days of significant changes.

Surveillance A formal review by the COR at the time each scheduled document is delivered and approved.

Notes: NDW Database technical guide NDW General Data Mart Technical Guide NDW Workload / User Pop Data Mart Technical Guide (Carry-Over to July 2011) NDW Export Tracking Data Mart Technical Guide NDW Data Quality Mart Technical Guide NDW HL7 Standard Format Data Transmission Guide NDW Non-HL7 Standard Format Data Transmission Guide NDW Data Mart Test Environment (Carry-Over to July 2011) NDW General Data Mart Getting Started Guide NDW Workload / User Pop Data Mart User Manual NDW Export Tracking Data Mart User Manual NDW Data Quality Mart User Manual NDW Workload / User Pop Verification User Description Document NDW Patient Matching User Description Document Data Integrity Mart Tech Guide Emergency Management Plan (System Backup and Disaster Recovery)

MEASUREMENT GROUP 4. Database and Reporting System Software

Performance Measure 4.1. Database and Reporting System Uptime Performance

Objective Measurement of the performance of the NPIRS Contractor in providing uptime of NPIRS software as agreed-to in Service Level Agreements

Deliverable D4.1.1. NPIRS database and software uptime as scheduled

AQL Acceptable: 95% service availability as scheduled per SLAs Exceeded: 98% service availability as scheduled per SLAs

Frequency Review due to COR Annually All updates to documents posted within 30 days of significant changes

Surveillance NPIRS System Services staff monitors services uptime for all relational database management systems and data warehouse environments. The time, duration, and reasons for disruptions are noted in accordance to established SLAs. Disruptions caused by factors not under NPIRS control (e.g. Network, Hardware) are not considered. Monitoring will be by reviewing designated section of the monthly System Performance Reporting.

Notes:

Performance Measure 4.2. Data and System Backups

Objective Measurement of the performance of the NPIRS Contractor in providing backups of the overall database systems and data as scheduled and agreed-to in Service Level Agreements

Deliverable D4.2.1. Backups as scheduled

AQL Acceptable: 90% backups completed within 2 work days of scheduled due dates Exceeded: 98% backups completed within 2 work days of scheduled due dates

Frequency As noted in the AQL and system documentation Deliverable to the COR

Surveillance NPIRS DBA/System Administrative staff monitors the backup schedule and documents compliance. The time, duration, and reasons for backup disruptions are noted in accordance to the schedule and/or established SLAs. Monitoring will be by COR reviewing documentation.

Performance Measure 4.3. System Availability

Objective Data Warehouse Website/Applications must maintain an established level availability during business hours and a minimum incidents/downtime.

Deliverable D4.3.1. System uptime

AQL Acceptable: No more than 3.5 hours of downtime per week Exceeded: Greater than 99.5% system availability per annum (44 hours).

Frequency Continuous Delivered to the COR

Surveillance On a monthly basis, Contractor provided detailed summary to outline planned / projected activities and errors that caused an outage.

MEASUREMENT GROUP 5. Program / Project Management

Performance Measure 5.1. Program / Project Management – Contractual Deliverables

Objective Measurement of the performance of the NPIRS Contractor in delivering required contractual deliverables to the NPIRS Program Manager and NPIRS customers as scheduled with acceptable quality (as determined by the Program Manager).

Deliverable D5.1.1. Program / Project Management – Contractual Deliverables

AQL & Frequency Acceptable - 95% of deliverable requirements are met within 5 work days of scheduled date and are acceptable to the NPIRS Program Manager.

Exceeded - 98% of deliverable requirements are met within 5 work days of scheduled date and are acceptable to the NPIRS Program Manager.

Frequency Review due to COR Annually All updates to documents posted within 30 days of significant changes

Surveillance For each deliverable, the actual completion date is compared to the due date and accepted by the NPIRS Program Manager. The Actual completion date is also logged with the number of elapsed days (if any) after the scheduled due date and reasons for exception.

Notes: Schedule (WBS) of Contractor operational activities / Key Deliverables Schedule and PMB for all major DME projects Periodic NPIRS Operational Status / Progress Report System Performance Reports Periodic Problems/Issues reports Operation Cost and Earned Value Reports Other information for the CPIC, HHS, OMB 53 & 300 processes Program Change Management Plan (As directed by COR and scheduled in the Project Mgt. Plan) Risk Management Plan (As directed by COR and scheduled in the Project Mgt. Plan) Communications Plan (As directed by COR and scheduled in the Project Mgt. Plan) Current versions of all documentation both hardcopy and online Archive of Contract Deliverables to Permanent Media Contract Transition Support Plan Plan to transition management of NPIRS HW/SW to the Contractor

F.4. DELIVERY REQUIREMENTS

When a deliverable due date occurs on a weekend or a Government holiday, the deliverable will be due on the following Government business day.

GOVERNMENT HOLIDAYS

New Year’s Day January 1 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday October Veteran’s Day November 12 Thanksgiving Day Fourth Thursday November Christmas Day December 25

SECTION G – CONTRACT ADMINISTRATION

G.1. AUTHORITIES OF GOVERNMENT PERSONNEL

Notwithstanding the Contractor’s responsibility for total management during the performance of this Contract, the administration of the Contract will require maximum coordination between the Government and the Contractor. The following individuals will be the Government’s points of contact during the performance of this Contract.

G.1.1. Contracting Officer

The IHS Contracting Officer (CO) is the only individual authorized to modify this Contract. The CO responsible for administrative and contractual issues concerning this Contract is:

Kenneth G. Truesdale, Contracting Officer (CO) Indian Health Service/Division of Acquisition Policy (DAP) 5600 Fishers Lane, Rockville, MD 20857 Phone:

Email: kenneth.truesdale@ihs.gov

All communications pertaining to contractual and/or administrative matters under the contract shall be sent to the address above and to the following Contract Specialist:

G.1.2. Contract Specialist

All Contract administration shall be performed by:

Vito Pietanza, Contract Specialist (CS) Indian Health Service/Division of Acquisition Policy (DAP) 5600 Fishers Lane, Rockville, MD 20857 Phone:

Email: vito.pietanza@ihs.gov

G.1.3. Contracting Officer’s Representative Appointment and Authority

The name and address of the COR assigned to this project is:

TBD, Contracting Officer’s Representative (COR) Indian Health Service/Office of Information Technology (OIT) 5600 Fishers Lane, Rockville, MD 20857 Phone: TBD Email: TBD mailto:kenneth.truesdale@ihs.gov

Technical Monitoring:

a) Performance of work under this contract must be subject to the technical direction of the Contracting Officer’s Representative identified above, or a representative designated in writing. The term “technical direction” includes, without limitation, direction to the Contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and otherwise serves to ensure that task areas outlined in the PWS are accomplished satisfactorily.

(b) Technical direction must be within the scope of the specification(s)/work statement.

The Contracting Officers’ Representative does not have authority to issue technical direction that:

(1) Constitutes a change of assignment or additional work outside the specification(s)/Performance Work Statement;

(2) Constitutes a change as defined in the clause entitled “Changes”;

(3) In any manner causes an increase or decrease in the contract price, or the time required for contract performance;

(4) Changes any of the terms, conditions, or specification(s)/work statement of the contract;

(5) Interferes with the Contractor's right to perform under the terms and conditions of the contract; or

(6) Directs, supervises or otherwise controls the actions of the Contractor's employees.

(c) Technical direction may be oral or in writing. The Contracting Officer’s Representative shall confirm oral direction in writing within five work days, with a copy to the Contracting Officer.

(d) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the Contracting Officer’s Representative. If, in the opinion of the Contractor, any direction of the Contracting Officers’ Representative, or his/her designee, falls within the limitations in (b), above, the Contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

(e) Failure of the Contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled “Disputes.”

G.2. INVOICE SUBMISSION

The Contractor shall submit invoices once per month. A complete invoice with all required back-up documentation shall be sent electronically via e-mail to:

1. Contract Specialist* (CS): Vito Pietanza, vito.pietanza@ihs.gov

2. Contracting Officer’s Representative (COR): TBD

3. Indian Health Service, Office of Finance & Accounting, HQInvoices@ihs.gov

* No other non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent to the CS or [enter billing office acronym]. Failure to submit directly to the offices listed above will delay prompt payment of your invoice.

mailto:HQInvoices@ihs.gov

For invoices submitted by email: the subject line of your email invoice submission shall contain the Contractor’s name, contract number, and invoice. The Contractor shall send one email per contract monthly. The email may have multiple invoices for the contract. Invoices must be in one of the following formats: PDF, TIFF, or Word. No Excel formats will be accepted. The electronic file cannot contain multiple invoices; example, 10 invoices requires 10 separate files (PDF, TIFF, or Word).

Additionally, the Contractor is required to include its Data Universal Numbering System (DUNS) number on each invoice. For additional information about the Dun & Bradstreet (D&B) DUNS number, please visit http://fedgov.dnb.com/webform.

Invoices shall be submitted in accordance with the contract terms, i.e. payment schedule, progress payments, partial payments, deliverables, etc.

All information set forth in FAR Clause 52.212-4(g), Invoice, must be included in all invoices for it to constitute a proper invoice.

FAR 52.212-4(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include-

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, contract line item number and, if applicable, the contract number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi)Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice;

(ix) Taxpayer Identification…